When is the building available to rent?
The building is available March – June, and August – October. Building hours available for rental (including set-up and tear down times) are 10:00 AM – 8:00 PM. A minimum of 1 hour for set up and 1 hour for tear down is required.
Can I make arrangements to see the building?
Yes. You may contact the Events Coordinator to set up a time to walk through the building during the months of February through December by filling out the Rental Inquiry Form.
What is the rental fee?
First two hours: $300
Each additional hour: $125
A minimum of one hour for setup and one hour for tear down should be factored into the rental frame.
Is there a different rate for weekends or peak season rental?
No. Our fee is constant throughout the week and year.
What is your building capacity?
Library only: 50-person maximum capacity.
Auditorium only: 70-person maximum capacity.
Total capacity in the building at one time is 99 people, including LLA staff, caterers, and support staff.
What areas of the building can be used?
Ground floor, including library, fireplace room, and restrooms.
Second floor, including the Richmond Auditorium, dressing rooms, and restrooms.
Kitchen can only be used by LLA staff or approved caterers.
Is the building ADA compliant?
Yes. We have an elevator and both floors are equipped with handicap accessible restrooms.
What parking is available?
Limited parking is available in the private LLA lot on the southeast corner of Lovell and South Park Streets. On-street parking is available as indicated on signage.
What activities are permitted in the building?
Our space is perfect for intimate weddings, receptions, celebrations, lectures, exhibitions, recitals, and musical performances. The LLA’s Steinway piano is available for use. Renter is responsible for the costs to tune the piano.
What audio/visual equipment is available?
We have up to six microphones available in the auditorium. Four are hand-held and two of the four can be lavaliere. In the library there are two available handheld microphones. Projection screens and lightware are available in the auditorium and library. The sound system is not directly Bluetooth compatible. However, laptops, iPhones, iPads and iPods can be wired to the sound system. The sound system must be operated by an LLA AV committee member. All AV needs of the renter must be reviewed by the Chair of the LLA AV committee.
May I promote my event on site?
Freestanding signs may be posted on LLA grounds two hours before the beginning of an event. No signs may be affixed to the building. Promotional materials must be clear that the LLA is not producing, presenting, or otherwise sponsoring the contracted event.
Are concession sales allowed?
Yes. Sale or distribution of merchandise is allowed with prior permission from the LLA.
Is dancing allowed?
No. Due to the age of the building and value of the contents, dancing is not allowed. The Event Coordinator can discuss exceptions for performances on the stage.
Do you provide food service?
No. Food must be fully catered by a licensed caterer; servers must be provided by the caterer; food must be attended and served by the caterer during the entire event. The Event Coordinator must approve any outside licensed caterer used to provide catering services within the LLA. The outside caterer must provide all ingredients and items used in the preparation of the food.
Do you have list of preferred caterers?
We have had successful events using the following caterers, but we will welcome most licensed caterers.
What will you provide for an event?
We have round, square, and rectangular tables that can accommodate 4 – 7 guests. Additional tables that could be used for serving food, gift station, cake display, or exhibits are also available. We can provide easels for art or poster displays. You have a choice of metal folding chairs or you may upgrade to white, wooden chairs in the library for a flat fee of $50. The auditorium has 70 padded chairs. White, red, or green linen or white lace tablecloths are available for dining tables; however, the caterer must provide tablecloths for the food service table. LLA china, flatware, and stemware are available for a flat fee of $200. Stemware for bar service only is $100. We can provide hand-held and lavaliere microphones, projection screens, and a sound system (not Bluetooth compatible).
What is required of caterers?
Caterers must sign the LLA Catering Contract, return the signed agreement to LLA, and provide required proof of catering license and necessary insurance detailed in the LLA Catering Contract at least three months before the event. The caterer must deliver the food to the LLA, provide the proper equipment to keep all food items at the proper temperature, serve the food and provide clean-up.
Is alcohol allowed?
Yes. However, the LLA does not have a license to serve or sell alcohol. If you wish to serve alcohol at the event, you must work with a licensed caterer to provide and serve alcohol at the event. Wine, beer, and up to two signature cocktails are permitted. Kegs are not permitted. Alcohol must be provided by a Class C licensed caterer. Alcohol service may arrive no earlier than two hours before the scheduled event start time. Alcohol may only be served during event hours by a TIPS (Training for Intervention Procedures) certified bartender. Alcohol service must end 30 minutes before the end of the event.
What decorations are allowed?
Flower arrangements may be used in the building and on the grounds. Containers and stands for flower arrangements must protect the furnishings and floors from water damage. Nothing may be hung on walls or from the ceiling. The use of tape, glue, nails, tacks, staples, or other fastening devices inside the building is not allowed. No soap bubbles are permitted in the building. Decorations and flowers may be added to the exterior of the building only with approval from the Event Coordinator. The LLA does not allow the throwing of rose petals (silk or fresh), birdseed, rice, glitter, confetti, or similar materials on the premises. No helium balloons are allowed in the building. Decoration plans must be reviewed with the LLA Event Coordinator. No items or property located in the building before the start of the event may be moved or removed by Client without LLA’s express approval.
Are candles allowed?
No open flames are allowed. Battery operated candles are permitted.
Are animals allowed?
Trained and certified service animals are allowed in the building. The ADA defines a service animal as a dog that has been specifically task trained to assist the owner with a medical disability. Pets or other animals are not allowed on the premises.
Is smoking allowed?
Smoking and vaping, including e-cigarettes, are not allowed anywhere in the building or on the LLA grounds.
What is my liability when renting?
Due to the historic significance of our building, the hosting group/individual must provide a one-day insurance policy covering the Ladies’ Library Association in the amount of $1,000,000. Liability for damages to the premises will be charged to the client based on actual repair or replacement cost by vendor or service provider selected by the LLA to repair damage and restore the damaged building or item to its original condition. This liability insurance coverage is required by the LLA’s insurance agency and is non-negotiable. The client is required to provide a copy of the policy indicating the LLA has been added for the day of the event no later than three months before the event. The policy generally costs around $100.
What are the payment requirements?
Payment may be made by cash, check, charge, or money order. Checks are to be made payable to the Ladies’ Library Association. Rentals exceeding agreed-upon end time will incur additional fees.
- A $100 upfront deposit is required. This secures the date for your event and is applied towards the total cost of your event. Deposit is nonrefundable.
- The remaining amount is due three weeks (21 days) before the event. Once amount is paid in full, there will be no refunds if the event is cancelled by the client.